HomeMy WebLinkAboutR-2009-099 Chen and Associates Solar Lighting Project RESOLUTION NO. 2009-099
A RESOLUTION OF THE CITY OF DANIA BEACH,FLORIDA,AUTHORIZING
THE CITY MANAGER TO PURCHASE ENGINEERING SERVICES FROM
CHEN AND ASSOCIATES RELATING TO THE SOLAR LIGHTING PROJECT
ASSOCIATED WITH THE NEIGHBORHOOD IMPROVEMENT PROGRAM;
PROVIDING THAT THE COST FOR SUCH SERVICES SHALL NOT EXCEED
TWENTY FOUR THOUSAND SEVEN HUNDRED AND FIFTY DOLLARS
($24,750.00); PROVIDING FOR FUNDING; PROVIDING FOR CONFLICTS;
FURTHER, PROVIDING FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA
BEACH, FLORIDA:
Section 1. That that certain agreement with Chen and Associates,Inc. in an amount not
to exceed Twenty Four Thousand Seven Hundred and Fifty Dollars ($24,750.00) for engineering
services for the solar lighting project associated with the Neighborhood Improvement Program at
locations throughout the City, with the proposal in substantial form as Exhibit "A", attached, is
approved and the appropriate City officials are authorized to execute it.
Section 2. That the City Manager and City Attorney are authorized to make minor
revisions to the agreement for such services which are deemed necessary and in the best interest of
the City of Dania Beach.
Section 3. That the funding of this project is derived from the Capital Projects Fund.
Section 4. That all resolutions in conflict with this Resolution are repealed to the extent
of such conflict.
Section 5. That this Resolution shall be in force and take effect immediately upon its
passage and adoption.
PASSED AND ADOPTED on May 26, 2009.
ANNE CASTRO
MAYOR—COMMISSIONER
ATTEST: e�o,�nao�s='qsr
LOUISE STILSON, CMC 1
CITY CLERK
APPROVED AS TO FO AND CORREC
THO S J. �RIU
CITY ATTO
2 RESOLUTION#2009-099
AGREEMENT
THIS IS AN AGREEMENT (the "Agreement") entered into on
200 , between: THE CITY OF DANIA BEACH, FLORIDA, a municipal corporation, (the
"City") and Chen and Associates Consulting Engineers, Inc. (the "Consultant").
In consideration of the mutual covenants, terms and conditions contained in this
Agreement, and other good and valuable consideration, the adequacy and receipt of which are
acknowledged, the parties agree as follows:
1. Scope of Services. The Consultant agrees to perform consultant services for the
City in accordance with the scope of services described in Exhibit "A", a copy of which is
attached and made a part of this Agreement by this reference. The Parties acknowledge and
agree that services are to commence or will commence on and that
that date is the effective date and commencement date of the services.
2. Subcontracts. Consultant may subcontract certain items of work. It is expressly
agreed by the parties, however, that the City shall approve in advance in writing any
subcontractors and the fees to be paid them by Consultant prior to any such subcontractor
proceeding with any such work.
3. Payment for Services.
A. City agrees to pay Consultant for services provided by Consultant, as
described in Section 1, an agreed upon lump sum amount of Twenty Four Thousand Seven
Hundred and Fifty Dollars ($24,750.00) (the "Fee"). The Fee includes full payment, including
all labor, overhead and other costs. No travel and meal costs are reimbursable unless incurred
outside of Miami-Dade, Broward and Palm Beach Counties, approved in writing in advance by
the City. Any such costs are payable at the City reimbursement rate.
B. Any necessary additional work, as determined by City, which is not
covered by the scope of services described in the attached Exhibit "One", shall not be undertaken
without a written amendment to this Agreement to that effect, executed in advance by both
parties.
C. Consultant shall submit its invoices in the format and with supporting
documentation as may be required by City.
D. City shall pay Consultant monthly for services rendered within thirty (30)
calendar days from date of approval of each of Consultant's invoices by the City Manager. If
any errors or omissions are discovered in any invoice, City will inform Consultant and request
revised copies of all such documents. If any disagreement arises as to payment of any portion of
an invoice, City agrees to pay all undisputed portions and the parties agree to cooperate by
promptly conferring to resolve the disputed portion.
E. Any invoice which is not timely paid as prescribed above will be subject
to the accrual of interest at the statutory rate prescribed by applicable Florida law.
4. Indemnification of City.
A. Consultant agrees to indemnify and hold harmless the City for all costs,
losses and expenses including, but not limited to, damages to persons or property including, but
not limited to,judgments and attorneys' fees arising out of the negligent acts, errors or omissions
or the willful misconduct of the Consultant, its agents, servants or employees in the performance
of services under this Agreement. If called upon by the City, the Consultant shall assume and
defend not only itself, but also the City, in connection with any suit or cause of action arising out
of the foregoing, and such defense shall be at no cost or expense whatsoever to the City. This
indemnification does not extend to acts of third parties who or which are wholly unrelated to
Consultant. The covenants and representations relating to this indemnification provision shall
survive the term of this Agreement and continue in full force and effect as to Consultant's
responsibility to indemnify the City.
B. It is specifically understood and agreed that the consideration inuring to
the Consultant for the execution of this Agreement consists of the promises, payments,
covenants, rights and responsibilities contained in this Agreement.
C. The execution of this Agreement by the Consultant shall obligate the
Consultant to comply with the foregoing indemnification provision; however, the collateral
obligation of providing insurance must be also complied with as set forth below.
5. Insurance. Consultant shall provide, pay for and maintain in force at all times
during the term of this Agreement, such insurance, including professional liability insurance,
Workers' compensation insurance and comprehensive general liability insurance as stated below:
A. Professional liability insurance with minimum limits of liability of One
Million Dollars ($1,000,000.00) to assure the City of coverage of the
indemnification specified in this Agreement.
B. Workers' compensation insurance to apply for all employees in
compliance with the "Workers' Compensation Law" of the State of
Florida and all applicable federal laws, for the benefit of the Consultant's
employees.
C. Comprehensive general liability insurance, including contractual, with
minimum limits of One Million Dollars ($1,000,000.00) per occurrence,
combined single limit for bodily injury liability and property damage
liability. The City is to be included as an "additional insured" with respect
to any claims arising out of this Agreement.
D. Automobile Liability with minimum limit of One Million Dollars
($1,000,000.00) combined single limit.
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E. If Consultant hires a subcontractor for any portion of any work, then such
subcontractor shall provide general liability insurance with minimum
limits of liability of One Million Dollars ($1,000,000.00).
F. The Consultant shall provide the Risk Manager of the City Certificates of
Insurance for coverages and policies required by this Agreement. All
certificates shall state that the City shall be given thirty (30) days' advance
notice prior to expiration or cancellation of any policy. Such policies and
coverages shall not be affected by any other policy of insurance which the
City may carry in its own name. All certificates (of insurance) must
clearly identify the contract to which they pertain, including a brief
description of the subject matter of the contract.
6. Assignment of Agreement.
A. It is understood and agreed by both parties that this Agreement, in whole or in
part, cannot be assigned, sublet or transferred by the Consultant without the prior written consent
of City. The City is relying upon the apparent qualifications and expertise of Oscar R. Bello,
P.E., one of Consultant's principals, and such person's familiarity with the City's circumstances
and desires. In the event Consultant wishes to re-assign or replace such individual, the
Consultant shall tender substitutes acceptable to City. In the event the City is not, for any reason
or no reason at all, satisfied with such substitute, Consultant shall be considered in breach of this
Agreement. Violation of the terms of this paragraph shall constitute a breach of Agreement by
Consultant and City may, at its discretion, terminate this Agreement for cause and all rights, title
and interest of Consultant in this Agreement shall then cease and terminate.
B. The Consultant acknowledges, understands and agrees that its performance under
this Agreement is or may be contingent upon the City receiving timely services from other
consultants (the "Supporting Consultants"). The Consultant agrees to use its best efforts to
coordinate its services with the services of the Supporting Consultants and further agrees that in
the event the rendition of any services of any of the Supporting Consultants is delayed, such
delay will not entitle the Consultant to any additional compensation or payment of any kind.
Furthermore, the Consultant shall not be entitled to an increase in compensation, or be entitled to
payment of any kind from the City, for damages or expenses incurred which are direct, indirect
or consequential or other costs and lost profits of any kind including, but not limited to, costs of
acceleration, inefficiency or extended overhead, arising because of any other delay, disruption,
interruption, interference or hindrance from any cause whatsoever, whether such delay,
disruption or interference be reasonable or unreasonable, foreseeable or unforeseeable, or
avoidable or unavoidable; provided, however, that this provision shall not preclude recovery of
damages by the Consultant for hindrances or delays caused solely by fraud, bad faith or active
malicious interference on the part of the City. The Consultant shall only be entitled to extensions
of time for performance as the exclusive and sole remedy for delay.
7. Examination of Records. Consultant shall maintain books, records, documents
and other evidence directly pertinent to performance of work under this Agreement in
accordance with generally accepted accounting principles and practices. The Consultant shall
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also maintain the financial information and data used by the Consultant in the preparation of
support of any claim for reimbursement for any out-of-pocket expense or cost. The City shall
have access to such books, records, documents and other evidence for inspection, audit and
copying during normal business hours. The Consultant will provide proper facilities for such
access and inspection. Audits conducted under this section shall observe generally accepted
auditing standards and established procedures and guidelines of the City. The Florida Public
Records Act, Chapter 119 of the Florida Statutes, may have application to records or documents
pertaining to this Agreement and Consultant acknowledges that such laws have possible
application and agrees to comply with all such laws.
8. Termination.
A. Termination of Agreement for Convenience. It is expressly understood
and agreed that the City may terminate this Agreement at any time for any reason or no reason at
all by giving the Consultant notice by certified mail, return receipt requested, directed to the
principal office of the Consultant, thirty (30) days in advance of the termination date. In the
event that the Agreement is terminated pursuant to this provision, the Consultant shall be entitled
to be compensated for the services rendered from the effective date of execution of the
Agreement up to the date of receipt of Notice of termination. Such compensation shall be based
on the percentage of work completed, as fairly and reasonably determined by City after
conferring with Consultant.
B. Termination of Agreement for Cause. If City elects to terminate the
Agreement for cause, City will provide Consultant five (5) days' advance written notice. If
Consultant promptly cures the matter giving rise to the cause within that time, this Agreement
shall continue. If not timely cured, the Agreement will stand terminated and the City will pay
Consultant for work completed less any costs, expenses and damages incurred by City as a result
of such termination. If a court of competent jurisdiction determines that the termination was not
authorized under the circumstances then the termination shall be deemed to be a termination for
convenience.
9. Ownership of Documents. All correspondence, studies, data, analyses,
documents, instruments, applications, memorandums and the like, including drawings and
specifications prepared or furnished by Consultant (and Consultant's independent professional
subcontractors or subconsultants) pursuant to this Agreement shall become owned by and be the
property of the City and the City shall consequently obtain ownership of them by any statutory
common law and other reserved rights, including copyright; however, such documents are not
intended or represented by Consultant to be suitable for reuse by City on extensions of the work
or on any other work or project. Any such reuse, modification or adaptation of such document
without written verification or permission by Consultant for the specific purpose intended will be
at City's sole risk and without liability or legal exposure to Consultant or to Consultant's
independent professional subconsultants. If City alters any such documents, City will expressly
acknowledge same so that no third party will be in doubt as to the creation or origination of any
such document.
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10. Notices. Except as provided above, whenever either party desires to give notice
to the other, it must be given by written notice, sent by certified U.S. mail, with return receipt
requested, addressed to the party for whom it is intended, at the place last specified and the place
for giving of notice in compliance with the provisions of this paragraph. For the present, the
parties designate the following as the respective persons and places for giving of notice:
City: City Manager
City of Dania Beach
100 West Dania Beach Boulevard
Dania Beach, Florida 33004
With a copy to: Thomas J. Ansbro, City Attorney
100 West Dania Beach Blvd.
Dania Beach, Florida 33004
Consultant: Chen and Associates, Inc.
Attn: Oscar R. Bello, P.E., Project Manager
420 Lincoln Road, Suite 700
Miami Beach, FL 33139
11. Consent to Jurisdiction. The parties agree that the jurisdiction for any legal action
arising out of or pertaining to this Agreement shall be the Circuit Court for the Seventeenth
Judicial Circuit in and for Broward County, Florida, or the federal District Court in the Southern
District of the United States. Each party further agrees that venue of any action to enforce this
Agreement shall be in Broward County, Florida.
12. Governing Law. The parties agree that this Agreement shall be construed in
accordance with and governed by the laws of the State of Florida.
13. Attorneys' Fees and Costs. If City or Consultant incurs any expense in enforcing
the terms of this Agreement, whether suit is brought or not, each party shall bear its own costs
and expenses including, but not limited to, court costs and reasonable attorneys' fees.
14. Headings. Headings in this document are for convenience of reference only and
are not to be considered in any interpretation of this Agreement.
15. Exhibits. Each exhibit referred to in this Agreement forms an essential part of
this Agreement. Each such exhibit is a part of this Agreement and each is incorporated by this
reference.
16. Severability. If any provision of this Agreement or the application of it to any
person or situation shall to any extent be held invalid or unenforceable, the remainder of this
Agreement, and the application of such provisions to persons or situations other than those as to
which it shall have been held invalid or unenforceable, shall not be affected, shall continue in full
force and effect, and shall be enforced to the fullest extent permitted by law.
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17. All Prior Agreements Superseded. This document incorporates and includes all
prior negotiations, correspondence, conversations, agreements and understandings applicable to
the matters contained in this Agreement and the parties agree that there are no commitments,
agreements or understandings concerning the subject matter of this Agreement that are not
contained in this document. Accordingly, it is agreed that no deviation from the terms of this
Agreement shall be predicated upon any prior representations or agreements, whether oral or
written.
18. Consultant and its employees and agents shall be and remain independent
contractors and not employees of City with respect to all of the acts and services performed by
and under the terms of this Agreement. This Agreement shall not in any way be construed to
create a partnership, association or any other kind of joint undertaking, enterprise or venture
between the parties to this Agreement. All agents, employees and subcontractors of the
Consultant retained to perform services pursuant to this Agreement shall comply with all laws of
the United States concerning work eligibility.
19. The Consultant understands and agrees that the City, during any fiscal year, is not
authorized to expend money, incur any liability, or enter into any contract which, by its terms,
involves the expenditure of money in excess of the amounts budgeted as available for
expenditure during such fiscal year and that any contract, verbal or written, made in violation of
this subsection is null and void and that consequently, no money may be paid on such contract
beyond such limits. Nothing contained in this Agreement shall prevent the making of contracts
for periods exceeding one (1) year, but any contract so made shall be executory only for the
value of the services to be rendered or agreed to be paid for in succeeding fiscal years.
Consultant shall not proceed with services under this Agreement without City's written
verification that the funds necessary for Consultant compensation and other necessary
expenditures are budgeted as available within the appropriate fiscal year budget.
20. Consultant warrants and represents that no elected official, officer, agent or
employee of the City has a financial interest, directly or indirectly, in this Agreement or the
compensation to be paid under it and, further, that no City employee who acts in the City of
Dania Beach as a"purchasing agent" as defined in Chapter 112, Florida Statutes, nor any elected
or appointed officer of the City of Dania Beach, nor any spouse or child of such purchasing
agent, employee or elected or appointed officer, is a partner, officer, director or proprietor of the
Consultant and, further, that no such City employee, purchasing agent, City elected or appointed
officer, or the spouse or child of any of them, alone or in combination, has a material interest in
the Consultant. Material interest means direct or indirect ownership of more than five percent
(5%) of the total assets or capital stock of the Consultant.
21. Consultant shall comply with all federal, state and City laws applicable to the
Consultant services and specifically those covering Equal Opportunity Employment, the
Americans With Disabilities Act ("ADA") eligibility to perform services as specified in the
Florida Public Entity Crime law and the Florida Building Code, The Consultant is expected to
fully comply with all provisions of all laws and the City reserves the right to verify the
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Consultant's compliance with them. Failure to comply with any laws will be grounds for
termination of the Agreement for cause.
22. In the event of any conflict between any provisions of this Agreement and any
provision in any attached Exhibit, the parties agree that the provisions of this Agreement are
controlling (including, but not limited to, all terms and provisions governing compensation).
IN WITNESS OF THE FOREGOING, the parties have set their hands and seals the day
and year first above written.
CITY:
CITY OF DANIA BEACH,
a Florida Municipal Corporation
ATTEST:
LOUISE STILSON, CMC ANNE CASTRO
CITY CLERK MAYOR
ROBERT BALDWIN
CITY MANAGER
APPROVED FOR FORM
AND CORRECTNESS:
THOMAS J. ANSBRO
CITY ATTORNEY
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CONSULTANT:
WITNESSES: CHEN AND ASSOCIATES
CONSULTING ENGINEERS, INC.
Signature Signature
Print Name Print Name/Title
Signature
Print Name
STATE OF FLORIDA
COUNTY OF
The foregoing instrument was acknowledged before me on
200, by , as of
, a corporation,
on behalf of the corporation. He/she is personally known to me or produced
as identification and did (did not) take an oath.
NOTARY PUBLIC, State of Florida
My commission expires:
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EXHIBIT A
SCOPE OF SERVICES
for
Chen & Associates,Inc
Proposal for
Citywide Solar Powered Streetlight Project
March 2009
BACKGROUND
Chen & Associates was selected by the City of Dania Beach to provide professional
engineering services for its Neighborhood Improvement Program. The general scope of
services includes the following:
• Street Lighting Layout and Design;
• Sidewalk Layout and Design;
• Traffic Calming Study and Design;
• Bidding Services;
• Construction Observation; and
• Public Awareness.
Chen & Associates (ENGINEER) is pleased to submit to the City of Dania Beach (CITY) this
proposal to perform Engineering Services for preparing layouts for solar powered lighting and
providing construction administration services for the project described below.
PROTECT DESCRIPTION
Chen & Associates will prepare lighting layout for the general residential areas described
below. The lighting plans will identify the proposed location for solar powered street lights.
• SW 37 Terrace, north of Stirling Road to dead end;
• SW 3 Street and west of SW 2 Avenue;
• Additional light for SW 53 Court Neighborhood;
• SW Community Center;
• SW 43 Terrace north of Griffin Road; and
• SW 40 Avenue between Griffin Road and Stirling Road.
BASIS OF SCOPE
• This scope does not cover geotechnical investigation.
• This scope does not include permitting or permitting fees.
Page 1 of 2
March 2009
SCOPE OF SERVICES
Task 1, Lighting Plans and Specifications
ENGINEER shall prepare lighting plans and specifications for solar powered street lights. The
construction documents will include location, type, and height of proposed lighting. The
services involve site visits by ENGINEER to assure location with minimal obstruction and
conflicts. The scope does not include preparing a photometric plan. The ENGINEER will
refer to the CITY's previously installed solar lighting poles for product specifications and
installation requirements.
Task 2. Construction Administration
ENGINEER shall provide construction services as follows: preparation of post-approval bid
documents, assistance in contractor bidding and selection, pre-construction conference
attendance,general observation of the work (up to 12 hours per week), review of material shop
drawings, review of contractor pay requests, and statement of work completion. It is estimated
that construction will last approximately 3 weeks.
Task 3.Reimbursables
ENGINEER shall provide services, as necessary, to assist the CITY in the preparing plans,
coordination or other requested tasks to facilitate successful completion of the Project. Costs
incurred in providing these services shall be reimbursed.
DELIVERABLES
Deliverables are described in the Scope of Services.
FEE AND SCHEDULE
From the Notice to Proceed, Chen & Associates will complete the design phase of all the
projects within 30 Calendar Days.
FEE SUMMARY
TASK LUMP
NUMBER TASK SUM FEE
Task 1 Lighting Plans and Specifications $16,250
Task 2 Construction Administration(3 weeks) $8,250
Task 3 Reimbursables $250
TOTAL FEE $24,750
H1PROPOSALS1200Mt 1`08.001 -Dania BeachWY 2009 Solar Ijghting PwjectlExhihit A-Scope Citywide Solar Lighting Pwject.doc
Page 2 of 2
March 2009